Administrative Assistant to the Dean and Administrative Services Coordinator

Union University; Jackson (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

Union University in Jackson, TN, seeks an Administrative Assistant to the Dean and Administrative Services Coordinator to provide high-level administrative support to the Dean and the College of Arts & Sciences administration.

The role will oversee routine office matters, greet visitors, prepare correspondence and reports, supervise eight Academic Secretaries, manage calendars and travel for the Dean, and assist with payroll, budgets, and annual departmental reporting.

Qualifications

• Bachelor’s degree from an accredited college or university.
• Minimum three years of progressively responsible administrative experience.
• Highly organized with excellent interpersonal and analytical skills.
• Proficient in Word, Excel, PowerPoint and other Microsoft Office tools.

Responsibilities

• Administer and oversee routine matters for the Office of the Dean.
• Serve as receptionist for the College of Arts & Sciences.
• Prepare correspondence, reports, and spreadsheets.
• Supervise and support a team of eight Academic Secretaries.
• Manage workload and priorities with department chairs.
• Coordinate scheduling, travel, and calendar for the Dean.
• Assist with payroll, budgets, and annual reports.

Skills

Word

Excel

PowerPoint

Interpersonal skills

Analytical skills

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Administrative Assistant to the Dean and Administrative Services Coordinator

Position Title Administrative Assistant to the Dean and Administrative Services Coordinator

Position Number

Position Number S190PD

Branch

Branch College of Arts & Sciences (BR)

Division

Division College of Arts & Sciences (DIV)

Department

Department College of Arts & Sciences - Administration

Location

Location Jackson

FLSA

FLSA Exempt

Job Summary

This position is responsible for administrative support to the Dean, College of Arts & Sciences.

About Union University

Founded in 1823, Union University is a private, coeducational liberal arts-based university offering bachelor’s, master’s, and doctoral degrees, with a total enrollment of about 2,600. The main campus is located in Jackson, Tenn., with additional campuses in Memphis and Hendersonville. A national leader among colleges and universities in promoting a Christian worldview and a Christ-centered approach to education, Union is consistently ranked among the nation’s premier Christian universities.

• Administer and oversee regular, routine matters for the Office of the Dean, College of Arts & Sciences; perform other duties as assigned by the Dean.
• Serve as receptionist for the College of Arts & Sciences, greeting visitors, providing information, and directing them to other personnel as needed. Serve as a solution-oriented resource for the school to faculty, staff, students, and the community.
• Perform administrative tasks including word processing, copying, faxing, and telephone duties. Prepare correspondence, reports, and other communication items. As needed, create and maintain spreadsheets, charts, tables, PowerPoint presentations, etc.
• Supervise, train, mentor, and support a team of eight Academic Secretaries who provide administrative support to department chairs and faculty within the College of Arts & Sciences. Maintain effective communication with department chairs regarding the administrative support needs of their departments.
• Manage the Academic Secretaries’ workload, assignments, and performance, taking into consideration the priorities and needs of the department chairs and faculty they support. Solicit input from department chairs, as appropriate, when evaluating performance, addressing concerns, and determining work priorities.
• Foster a positive work environment and promote teamwork and collaboration among the support staff.
• Coordinate adequate administrative coverage and support when Academic Secretaries are absent.
• Generate faculty load reports (includes computing yearly overload compensation) and calculate salary for adjunct faculty each semester/term; work with the Contract Budgeting System to ensure accurate payments and records of instructional compensation.
• Maintain and update employee assignment contract records, including load hours, overload, release, stipends, and other relevant information.
• Process adjunct payroll each term, by ensuring accurate and timely payment of wages.
• Address adjunct and or overload faculty payroll-related inquiries and resolve any discrepancies or issues promptly.
• Create and maintain payroll-related reporting and documentation.
• Maintain electronic or hard copy records of appropriate files for the College of Arts and Sciences: personnel files on full-time and part-time faculty; course syllabi for all A & S courses; financial records for budgets, etc.
• Maintain the appointment calendar for the Dean, College of Arts & Sciences. Coordinate arrangements for meeting locations, refreshments, agendas and reminders. Coordinate scheduling and travel arrangements for the Dean, College of Arts & Sciences.
• Provide support in the adjunct hiring process by compiling applications, payroll documents and contract renewals. Request and maintain official transcripts for adjunct faculty.
• Compile departmental annual reports into the Annual Report of the College of Arts & Sciences to the President.
• Stay informed about all departmental budgets within the College. Offer counseling to budget inquiries and expenditures to staff, faculty, and the Dean.
• Collect, analyze, and interpret data related to program performance, payroll, and operational efficiency. Provide recommendations to the Dean based on the data analysis.
• Process Change of Major/Advisor requests; work with department chairs to assign advisees to faculty members.
• Examine course schedules from all departments to ensure offerings and class sizes meet needs. Research and report course schedule data to the Dean to inform decisions for future terms, thereby enhancing efficiency and accuracy.
• Assist the Registrar’s office with missing or incomplete grade information for each grading deadline throughout the year.
• Serve as a liaison with Admissions to assign faculty advisors to incoming students.
• Available to help with graduation days.

Other Job Duties

Required Qualifications

Graduation from an accredited college or university with a bachelor’s degree and a minimum of three years of progressively responsible administrative experience, or an equivalent combination of training and experience. Preference will be given to candidates with prior supervisory experience. The successful candidate for this position must be highly organized and efficient with excellent interpersonal and analytical skills; skilled in the use of Word, Excel, PowerPoint, and other Microsoft Office technologies; able to manage multiple projects and competing priorities in a dynamic college environment; and able to exercise sound judgment and complete work with minimal supervision.

Preferred Qualifications

Associate’s Degree or higher and previous secretarial experience is preferred.

Required fields are indicated with an asterisk (*).